If your practice is planning to move premises, change its ABN, or both, it is worth understanding how to handle that transition in PracSuite before the change takes effect. Getting ahead of it means you can choose the approach that best suits your record-keeping needs and avoid any disruption to invoicing or reporting along the way.
Updating Your Business Details in PracSuite
When it comes to how your business details appear on invoices, receipts, and reports, you have two approaches. Before deciding, it is worth considering your compliance obligations.
Practices registered with AHPRA, those that bill through Medicare, DVA, or private health funds, and businesses subject to ATO reporting all carry record-keeping obligations that may require your historical invoicing to accurately reflect the details that were in place at the time of each transaction. If your practice is ever subject to an audit, having past invoices reprint with updated business or provider details could create discrepancies that are difficult to explain. For this reason, the second approach below is worth serious consideration, even if it requires more setup effort upfront.
The Easy Way: Update Your Existing Business
The simplest option is to update your business record directly in Settings > Businesses.
This is quick and keeps everything in one place, but there is an important consideration: changes made here apply retroactively. If you reprint or reissue a past invoice or receipt, it will display the details currently saved at the time of printing, not the details that were in place when the invoice was originally issued. Depending on your compliance and auditing obligations, this may or may not be appropriate for your practice.
When running earnings reports, transaction data from both before and after the change will be included under the same business record. Take care to note the date of your business detail change and factor this in when setting date ranges for financial reporting.
If your bank account details are printed on invoices, these are managed separately under Settings > Businesses > Settlement Accounts. Update the settlement account associated with each business as needed.
Online booking: If you are using PracSuite's online booking, visit Settings > Online Booking to confirm your location details are displaying correctly. Location details can either pull through automatically from the associated business record, or be manually overridden for how they appear on your online booking site. Either way, it is worth reviewing these settings after updating your business details to make sure everything looks right for patients.
The Harder Way: Create a New Business
If preserving the integrity of your historical invoicing records is important, the better approach is to create a new business entry with your updated details and leave your existing business record untouched.
This keeps all past invoices and transaction history tied to the original business details, with new invoicing flowing through the new business from the changeover date. For practices with AHPRA, Medicare, health fund, or ATO obligations, this approach gives you a clean separation between old and new records and is the safer choice from an auditing perspective.
The trade-off is additional setup. Once your new business is created:
All future appointments will need to be assigned to the new business columns in your schedule. PracSuite does not currently include a bulk appointment move tool, so this would need to be done manually. Alternatively, you can contact Smartsoft to arrange a bulk move on your behalf for a small fee.
Practitioner rosters will need to be set up against the new business on each practitioner's file in Settings > Practitioners.
The new business will need to be configured as a new location in Settings > Online Booking before it will be available for patient bookings.
A Note on Medicare Provider Numbers
If your provider numbers are also changing as part of this transition, these are managed in Settings > Practitioners.
The same retroactive consideration applies here. Simply updating a provider number means that any reprinted historical invoices will display the new provider number. If maintaining accurate historical records is a priority, the new business approach allows the updated provider number to be used exclusively on new invoices going forward, keeping your past invoicing history intact.
SMS and Email Templates
If your practice uses SMS or email templates that reference your business address, phone number, or other details that are changing, these should also be reviewed and updated as part of your transition. Templates can be managed in Settings > Templates.
Tyro Health Online and Tyro EFTPOS
If your practice uses Tyro Health Online for Medicare and health fund claiming, or Tyro EFTPOS for card payments, changes to your business details or ABN may have implications for these integrations. If Medicare provider numbers are also changing, this will likely require new applications for online claiming against the new provider numbers.
We recommend contacting Tyro directly before or during your transition to confirm what updates are required on their end and whether any re-credentialing or account changes are needed. You can reach Tyro Health support at tyrohealth.com.
Updating Your PracSuite Subscription Billing Details
Separately from your in-app business settings, you may also need to update the payment details used for your PracSuite subscription.
Monthly subscription direct debits are managed by the Smartsoft accounts team. To update the bank account used for your subscription, contact accounts@smartsoft.com.au.
SMS credit purchases are handled separately and can be updated directly within PracSuite at Settings > PracSuite Account > SMS, where you can manage the credit card on file for SMS purchases.
If you have any questions about which approach is right for your practice, or to arrange a bulk appointment move, reach out to the Smartsoft support team and we will be happy to help.